Call for tenders: Missions Information System, STRASBOURG

I.1) Name and addresses
Official name: ARTE GEIE
Postal address: 4 quai du Chanoine-Winterer
City: Strasbourg Cedex
Code NUTS: FRF11 Bas-Rhin
Code postal: 67080
Country: France
Email:
[email protected]

Phone: +33 390142222
Fax: +33 390142040
Internet address (es):
Main address:
www.arte.tv

Address of the buyer profile:
https://alsacemarchespublics.eu–

I.3) Communication
The contract documents are available free of charge with unrestricted and complete direct access, at the address: https://alsacemarchespublics.eu/
Address where further information can be obtained: the aforementioned contact point (s)
Offers or requests to participate should be sent to the above-mentioned contact point (s)
I.4) Type of contracting authority
Other type: European Economic Interest Grouping (EEIG)
I.5) Main activity
Other activity: Audiovisual
Section II: Purpose

II.1) Scope of the contract
II.1.1) Title:
Missions Information System
Part number: 21094000
II.1.2) Code CPV principal
72260000 Software-related services
II.1.3) Type of contract
Services

II.1.4) Short description:
ARTE GEIE wishes to deploy modern tools making it possible to manage the accounting and financial processes in a more efficient and secure way, and, more specifically, the management of mission expenses, with an ambition of deployment in 2022.

II.1.5) Estimated total value
II.1.6) Information on lots
This contract is divided into lots: no II.2) Description
II.2.3) Place of performance
Code NUTS: FRF11 Bas-Rhin
Main place of performance:
ARTE GEIE, 4 quai du Chanoine-Winterer, 67080 Strasbourg Cedex, France.
II.2.4) Description of services:
ARTE GEIE has been using the “Travel management” tool for ten years as a mission expense management solution, developed within the TM module of the SAP ERP.
The objectives of the project are to set up a solution for:
?? optimize the travel reservation, assignment order and expense report processes within a single solution;
?? reduce and simplify manual steps and paper circuits, eliminate the need to re-enter information, systematize and automate validation and control circuits upstream and downstream of the mission;
?? implement the mission and travel policy and centralized invoicing with third-party tour operators;
?? benefit from a solution with optical recognition of supporting documents and allowing pre-accounting, this solution must have the approval of the tax administration in order to be able to eliminate any paper document;
?? allow the integration and operation of all the optimization elements already identified (lodged card, business card ??);
?? improve accounting, accounting and tax monitoring (identification and recovery of VAT on invoices, verification of invoice compliance);
?? facilitate management analyzes and internal reporting;
?? allow the specificities of Arte GEIE to be taken into account, namely the mission order prior to the trip, the per diem if applicable and the possibility of advance expenses;
?? promote the use of mobile devices (mobile, tablet).
The market covers the following perimeter:
?? a travel and professional expense management solution, from mission order to invoicing;
?? an integrator or editor who, as project manager, is involved in all phases of the project from design to post-start-up monitoring;
?? technical support and maintenance for the management of anomalies and changes.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the contract documents
II.2.6) Estimated value
II.2.7) Duration of the contract, of the framework agreement or of the dynamic purchasing system
Duration in months: 60
This contract may be subject to renewal: yes
Description of the modalities or schedule of renewals:
The contract will be notified and will enter into force provisionally at the beginning of January 2022.
The contract will be concluded for a firm period of five years from its effective start date. It may be renewed, by express decisions of ARTE GEIE, three times for a period of one year.
II.2.9) Information on the limits concerning the number of candidates invited to participate
Number of candidates considered: 3
II.2.10) variants
Variants will be taken into consideration: yes
II.2.11) Information on options
Options: no
II.2.13) Information on European Union funds
The contract is part of a project / program financed by European Union funds: no
II.2.14) Additional information Section III: Legal, economic, financial and technical information

III.1) Conditions of participation
III.1.1) Authorization to exercise the professional activity, including requirements relating to registration in the trade or professional register
List and brief description of conditions:
1. The Single European Market Document (ESPD): tenderers are invited to use the dedicated service at the following address: https://uea.publicprocurement.be

The document to upload to this service is the .xml file attached to the consultation file.
You have to select the options “I am an economic operator” and “Import an ESPD request / response”, then download the .xml file attached to the consultation file. The completed ESPD must be attached to the application in XML and PDF formats, along with the following documents:
2. an extract from the trade and companies register;
3. if the tenderer is in receivership, a copy of the judgment (s) pronounced to this effect.
III.1.2) Economic and financial capacity
List and brief description of selection criteria:
1. An insurance certificate guaranteeing the candidate’s professional civil liability;
2. The turnover excluding tax for the last three years, as well as the portion corresponding to the services covered by the contract (in%);
3. A statement indicating the candidate’s average annual workforce and the number of supervisory staff for each of the last two years,
III.1.3) Technical and professional capacity
List and brief description of selection criteria:
1. A company presentation document,
2. A description of a maximum of five references, comparable to the services covered by this procedure, in progress or completed less than three years ago. For each reference, the tenderer will indicate the name of the client, his field of activity, the characteristics of the service, the contact details of the main contact, as well as the corresponding financial envelope.
For this purpose, the candidate will fill in the “Application presentation table” attached to the procedure file.
Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure
Competitive procedure with negotiation

IV.1.3) Information on the framework agreement or the dynamic purchasing system
The contract involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.4) Information on the reduction in the number of solutions or offers during negotiation or dialogue
Use of a procedure taking place in successive phases in order to gradually reduce the number of solutions to be discussed or offers to be negotiated
IV.1.5) Information on the negotiation
The contracting authority reserves the right to award the contract on the basis of the initial offers without conducting negotiations.
IV.1.8) Information on the Agreement on Public Procurement (GPA)
The market is covered by the government procurement agreement: yes
IV.2) Administrative information

IV.2.2) Final date for receipt of tenders or requests to participate
Date: 04/08/2021
Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 03/09/2021
IV.2.4) Language (s) that may be used in the offer or request to participate: German, French
Section VI: Additional information

VI.1) Renewal
It is a renewable market: yes
Provisional schedule for the publication of future notices:
2026.
VI.3) Additional information:
The answer must be submitted electronically, exclusively on the platform: https://alsacemarchespublics.eu

Registration on the dematerialization platform is free and necessary to respond electronically to consultations.
The procedures for submitting responses as well as additional information relating to the dematerialization of procurement procedures and the execution of public contracts are detailed in the instructions for use attached to the consultation file (document available in French and in French). German, titled “Instructions for use / Nutzungsanleitung Alsace Public markets”).
During the negotiations, hearings may be organized, provisionally during week 41 of the year 2021.
The purpose of these hearings will be to allow bidders and ARTE GEIE to discuss the bids. They will take place on a video-conference basis with screen sharing. The details of their development will be communicated later to the tenderers who will be invited to submit a tender.
VI.4) Appeal procedures
VI.4.1) Body responsible for appeal procedures
Official name: Judicial court
Postal address: Rue Général-Fabvier
City: Nancy
Code postal: 54035
Country: France
Telephone: +33 383908500
Fax: +33 383274984
VI.4.3) Lodging of appeal
Details concerning the time limits for lodging an appeal:
Appeals may be brought on the basis of:
?? Article 2 of Ordinance No. 2009-515 of 7.5.2009, relating to the appeal procedures applicable to public procurement contracts, before the conclusion of the contract (pre-contractual summary), or;
?? of article 11 of the said ordinance (contractual summary), at the latest on the 31st day following the publication of the notice of award of the contract, or, in the absence of publication of such a notice, until the ‘expiration of a period of six months from the day after the day of notification of the market.
VI.4.4) Service from which information can be obtained on lodging an appeal
Official name: Judicial court
Postal address: Rue Général-Fabvier
City: Nancy
Code postal: 54035
Country: France
Telephone: +33 383908500
Fax: +33 383274984
VI.5) Date of dispatch of this notice:
29/06/2021

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